If you’ve ever sat staring at a blank screen wondering how to start an email, write a blog post, or get your staff handbook sorted – you’re not alone. But now there’s a smarter way to get unstuck. It’s called prompting, and it’s how you get AI tools to do the hard part for you.
What’s a prompt?
A prompt is simply the instruction you give to an AI tool like ChatGPT. The better your prompt, the better the result. Think of it like briefing a new staff member – the clearer you are, the faster they’ll get it right.
How it works for small businesses
Whether you’re running a joinery business in Timaru or a retail shop in Waimate, you can use AI prompts to get support with admin, marketing, customer service, planning, and more. It’s like having a smart assistant ready to jump in and help – any time you need it.
Here are some prompts to get you started
Marketing & content
- “Write a Facebook post promoting our winter special for [product/service]”
- “Create a draft email to tell our customers about our new opening hours”
- “Give me 5 blog post ideas based on [topic]”
- “Write a product description for [product] in a casual tone”
- “Summarise this blog post into a 60-word social post”
Customer service
- “Draft a polite email response to a customer asking for a refund”
- “Create an FAQ answer for: ‘Do you do urgent jobs in South Canterbury?'”
- “Write a message confirming an appointment time for [service]”
Operations
- “Create a checklist for onboarding a new staff member”
- “Write a job description for a part-time admin assistant”
- “Draft a health and safety policy for a small construction firm”
- “Generate 5 tips for improving team communication”
Sales & quoting
- “Write a follow-up message for someone who hasn’t replied to a quote”
- “List the key features of [product/service] in bullet point format”
- “Create a price comparison table for [product range]”
Strategy & planning
- “Write a simple business plan outline for [type of business]”
- “List 10 low-cost marketing ideas for a business in Timaru”
- “Summarise the pros and cons of hiring vs subcontracting”
- “Create a SWOT analysis template I can use for my business”
Time-saving tools
- “Create a daily to-do list for a business owner who has too much admin”
- “Help me prioritise these tasks: [list of tasks]”
- “Suggest a weekly schedule for a sole trader working 4 days per week”
Tips for writing better prompts
- Be specific – include your business type, your tone of voice, and what you want.
- Include examples – if you’ve written something similar before, share it with the AI.
- Refine your results – if the first draft isn’t quite right, tell it what to change.
Real world results
One of my clients in South Canterbury runs a trade-based business. He used to spend hours a week writing quotes, follow-up emails, and newsletters. With just a few prompts, he now gets a solid first draft in minutes – and his clients are noticing the difference.
Want to build your own prompt library?
If you’d like help setting up prompt templates tailored to your business – ones your team can use easily and consistently – I can help. This is one of the fastest ways to save time without needing to overhaul your whole business.